Grade
GS6Staff Member / Affiliate Type
Reason
Temporary > Temporary Assignment/ AppointmentHardship Level
Family Type
Residential location (if applicable)
Target Start Date
Target End Date
Job Posting End Date
Standard Job Description
Travel Administration Associate
Organizational Setting and Work Relationships
The incumbent serves staff members going on mission/official travel and therefore deals with different UNHCR entities as well as external counterparts; the extensive customer exposure encompasses counterparts in other UN agencies, UNHCR field offices, and travel management companies.
The Travel Administration Associate has a strong sense of service-orientation towards travellers and developing teamwork relations beyond boundaries of the functional unit.
This job entails as well a significant portion of financial accountability by ensuring compliance with the UNHCR travel policies and triggering confirmation of reservations to the travel agent(s) and payment of travel entitlements to traveller(s).
The Travel Administration Associate communicates regularly with travellers, requiring a positive, knowledgeable solution oriented and service minded approach. To ensure smooth administrative support to travellers, it is of utmost importance that the incumbent is able to work under pressure in an accurate manner and limited supervision.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- Act as focal point for official travel and visa related questions and advise on queries related to travel processes and procedures.
- Maintain and update data and information on the authorisation and claiming process of TAs, in addition to maintaining relevant statistics for travel management and budget control.
- Arrange and confirm travel bookings for applicable staff members, Affiliate Workforce and external meeting participants in line with the rules and regulations in place,
- Creates and processes Travel Authorization (TA), Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations; respond to any queries and/or comments from the certifying or approving officer
- Ensure passengers have the standard security measures during each journey.
- Monitor the certification and travel claim process and liaise with travellers for compliance requirements.
- Produce report and analysis on travel spending and related statistics.
- Analyse the data upon the claim request from travel agency or humanitarian flight providers. In this capacity, respond to staff inquiries and draft routine correspondence to these external services.
- Assist the colleagues regarding UN document requests and processing of visa requests when required.
- Follow-up on the air ticket refunds with the travel agency.
- Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Business Administration, Finance, Accounting, Human Resources,
or other relevant field
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Familiarity with Oracle-PeopleSoft or other ERP system. Good knowledge of UN, UNHCR, other international organization or private sector Travel Policies and Procedures. Excellent oral and written communication skills. Very good knowledge of Excel.
Desirable
Microsoft Office tools such as Word, PowerPoint and Outlook. Database Management experience. Knowledge of a GDS (preferably Galileo or Amadeus) and air tariffs.
Functional Skills
CO-Cross-cultural communication
TV-Amadeus - Global Distribution System
TV-Galileo - Global Distribution System
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
Desired Candidate Profile
Functional Clearance
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Additional Qualifications
Skills
CO-Cross-cultural communication, TV-Amadeus - Global Distribution System, TV-Galileo - Global Distribution System, UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation
Certifications
Accounting - Other, Business Administration - Other, Finance - Other, Human Resources - OtherWork Experience
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information